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CCS Fundraising · 6 days ago

Administrative and Office Operations Assistant

Chicago, IL

Full-time

Onsite

New Grad, Entry Level

$50K/yr - $70K/yr

CCS Fundraising is an international strategic fundraising firm that partners with nonprofits for transformational change. The Administrative and Office Operations Assistant role provides professional and efficient administrative support to multiple executives, ensuring smooth scheduling and operational excellence within the office.

ConsultingNon Profit

Growth Opportunities

No H1B

Responsibilities

Manage calendars for 3–4 executives, prioritizing requests, proactively resolving scheduling conflicts, and ensuring accuracy across time zones

Schedule internal and external meetings, including client calls, team check-ins, and firmwide activities

Administer meeting links, room reservations, and calendar details to ensure executives have what they need before each meeting

Anticipate and plan for upcoming scheduling needs (e.g., client milestones, travel periods, or internal deliverables) to prevent conflicts

Support executives with administrative coordination such as document tracking, meeting reminders, and follow-up scheduling

Maintain organized digital files, contact lists, and meeting records as directed

Manage confidential information with discretion and ensure all materials are handled according to CCS standards

Collaborate with the EA Lead to ensure consistency in scheduling practices and tools across the region

Lead daily office operations by ensuring workspaces are organized, professional, and client-ready

Owns and maintains office protocols to streamline processes and strategy

Maintain inventory and ordering supplies as needed

Lead coordination of larger meetings & event with the office building

Manage relationships with vendors and service providers

Serve as a point of contact for internal and external communications for office and visitor requests

Proactively identify any necessary office updates and managing any office moves

Coordinate meeting logistics (e.g., catering, printing, visitor coordination) when executives are in-office or hosting clients

Partner with other EAs to ensure coverage during absences and to align practices across offices and executives

Participate in regional administrative meetings, trainings, and firmwide professional development opportunities

Communicate clearly and promptly with assigned executives and their teams to confirm priorities and manage scheduling expectations

Build positive, professional relationships with colleagues across S&O, Corporate, and Client Services teams

Partner with the EA Lead to address prioritization challenges or competing deadlines

Provide strategic insight for regional systems improvement by flagging process gaps or recurring scheduling challenges

Qualification

MS Office SuiteCalendar ManagementCommunication SkillsNetSuiteHubspotMonday.comZoomProject ManagementProblem-SolvingMultitaskingFriendly DemeanorAttention to DetailSelf-Starter

Required

Prior experience providing administrative and/or executive support ideal

Proficient with MS Word, PowerPoint, Excel, Outlook, Teams, and Zoom (all are required) with the ability to become familiar with firm-wide specific programs and software

Excellent written and oral communication skills

High attention to detail

Deadline-oriented

Strong organizational, project management, and problem-solving skills

Ability to multitask effectively

Self-starter able to drive activity in a fast-paced environment

Friendly and professional demeanor

Ability to lift 25 pounds as needed

Bachelor's degree required